Telepresence

The increase numbers of user preferring to attend virtual meeting nowadays is reasonably high. According to MPI Hybrid meeting Survey, three mains reasons behind the preferences regarding typical meeting and event organising lay on travel budget, cannot be out of the office and cost of event. Several choices of virtual tools are in trend such as webcasting, webinar, web conference, video Conference and most interesting and complex one here is telepresence.

Telepresence is perceived as useful tool not only for the business industry but environmentally friendly (decreasing carbon footprint and air pollution). Moreover, it creates human experience of being fully present, enabling all parties to connect to one another on demand, enhancing more channels of communication as well as facial expressions and other body language.

Digital Video Enterprise (DVE) is global company which presently provide telepresence targeting wide range of users as followed:

Ø  University Education

Ø  Healthcare

Ø  Judicial and legal

Ø  Government

Ø  Corporate training

Ø  Manufacturing and Industry

Ø  Business Communication

Ø  Public access

Ø  Events and Conferences

Ø  The total telepresence corporation

Ø  File and Television Studios

Innovative and potential products offered are such as Immersion room/podium, Transparent Augmented Reality Telepresence, 3D Transparent Display, Telepresence Array Room, and Eye Contact Silhouette.

This transition is extraordinary. New experience is ready to be created with this high technology that will connect the world together as one. No more wasting time on the plane and same style of meeting, global reach, less lead time to organize the event, higher flexibility on time management, and records provided. Using high technology for your meeting/event is claimed to also increase your professional, reputation and prestige in the eye of the world. On one hand, undeniably it seems to be more profitable than the lost for all parties. It is yet thinkable as well that with this high technology, the cost of service is still quiet high. For example, DVE: $150,000 / Rental Rooms: $299-$899/hour and up. Other related companies are such as Cisco Telepresence: $300,000, HP Halo: $349,000, and Teleportec: $30,000 per installation.

According to the prices and target markets mentioned above, it demonstrates the main users to be in top level of management and international type of company where the price is not their sensitivity. Price reduction in order to reach lower level of management as well as increase number of users could be possible eventually. The question here is that what percentage of usage that actually use this complex tool and guarantee that they increase their profits and revenues after all. Apart from that sort of downside, it is agreeable that soon enough in the meeting and event industry, this great assistance will gradually take over human roles, no matter how important face to face interaction is.

Marion and Rosie

 

 

 

Sources: cisco.com/telepresence

dvetelepresence.com

http://en.wikipedia.org/wiki/Telepresence

www.corbinball.com/assets/skema-2.pdf

http://www.itbusinessedge.com/cm/community/features/articles/blog/telepresence-makes-its-presence-felt/?cs=32843

How to make virtual meetings effective

The world is better connected. Many companies have oversea offices as they need the market shares all over the world. Transportation costs and travel hassles make virtual meetings ideal options for companies. The development of technology makes it possible today.

However, as we are just beginning, there is some problems occur such as connection crash. So how we can make virtual meetings more effective?

Before the Meeting

• Make small meetings: no more than twelve
• Keep the same people in small groups for every time: build community can make people feel more comfortable to share ideas and thoughts.
• Contact attendees before the meeting makes connection start earlier.
• Create photos groups to show the attendees of the group

At the Beginning of a Virtual Meeting

• Have the photos on the webinar screen: ask attendees to set
• Always begin speak with notifying names. e.g.: “This is Jim, I agree that…”
• Provide time for check in at the beginning. Check everyone’s voices and a friendly atmosphere.
• Respect the time: don’t call early or late

During a Virtual Meeting

• More than informing: don’t just share slides. Different goals for virtual meetings: Problems solve, Make decisions, Generate ideas
• Make it more feasible: virtual meeting is not a good occasion to do presentations
• Send an article or report ahead for discussion topic.
• Keep the presentation short if you really need one.
• Keep a list of participants and check the names when someone speaks.

Near the Meeting End

• Create a “to-do list” during the meeting and read it before the meeting ends.
• Check with each member: what they gain and tasks they need to do after the meeting

After the Meeting

• Summarize the call and send everyone the meeting minute.
• Send the to-do list to everyone.

Source:

Dixon, N. (2012). Tips for Making Virtual Meetings Effective. Retrieved from

http://www.nancydixonblog.com/2012/02/tips-for-making-virtual-meetings-effective.html

How about booking a meeting space for your avatar?

Check out the video link from the title

Coming across this video on YouTube concerning a company that provides software for virtual meetings, it was inevitable not to think about the concerns that it may rise. By using Second Life technology the company can create a totally secure virtual space to host a meeting, event or training program, providing controlled access and ensuring for a unique experience. All that requires is a PC and fast internet connection.

So, what is it that comes to your mind while watching the above video?

“The end of face-to-face meetings”… “The end of corporate travel”…”The end of meeting planning professionalism”…

Actually, it is the beginning of a tremendous usage of technology in implementing new ways of creating experiences in the meetings industry.

The MICE Industry is so far well adopting new technologies, as part of adding value to its business and functionality. However, what is of great importance is that technology has played a unique role in the experience given to the participants/ attendees of the event or meeting.

Despite the fact that the above can seem like an advertising campaign, this is not the reason for uploading it. More than that, it raises issues that many professional event and meeting organizers may look at as a threat coming from the online world.

Virtual reality can add an alternative to face-to-face meetings and events when those last cannot happen for various reasons.

First of all, setting up a virtual meeting is much less expensive than a face-to-face. Cost is saved by the non-existing venue rent and equipment, catering supplies and accommodation, nonetheless, by time and of course the lack carbon emissions.

At this point it is crucial to mention the meeting planner’s role. Everyone agrees that an event is successful as long as it fulfills its objectives, meeting the attendees’ needs and sometimes goes even beyond their expectations. This is the job of the meeting/event planner; to understand and deliver a project that will gratify these needs even through an online virtual reality.

Concluding, event planners should see this as opportunity as well as a tool in their hands to generate experience through their events and meetings, while it would be really interesting to conduct a survey among those who have already attend a meeting in their virtual reality, asking them how wiling they are to actually meet their co-attendees in real life। If the majority marks the box “very willing”, then we have to get our heads down to organize the face-to-face meetings.

Image retrieved on March 27^th, 2011 from http://www.seltra.org/index.php